All: 

 

Recently, I have had to approve many travel authorizations after the travel has occurred, particularly following the Denver meeting.  This is unacceptable.  There are two important reasons for submitting travel authorizations before the travel occurs:  (1) a travel authorization “provides the evidence that the authorized travel expense will be reimbursed from University funds,” and (2) most importantly, an approved travel authorization “provides official travel status for the various insurance coverages, such as Workers_ Compensation, which are provided University employees.” A travel authorization needs to be made to make sure there is money in the account to be charged so that you can be reimbursed.  You cannot be reimbursed before a travel authorization is submitted, and traveling without one, is travel not officially covered by insurance.  Traveling without a travel authorization is risky and you are traveling at your own risk.

 

Please, make sure that you have filed a travel authorization before you travel. You should do this regardless of whether you are to be reimbursed for expenses, because the insurance coverage is just as important, or more so, as the reimbursement.  Your office staff is more than willing to help you out with this. 

 

UT’s official statement on this issue follows:

 

Obtaining Official travel Status

 

To obtain official travel status, an approved University Travel Authorization Form (T-18) is required for all employees traveling on University business. The T-18 provides the evidence that the authorized travel expense will be reimbursed from University funds. In addition, the form provides official travel status for the various insurance coverages, such as Workers_ Compensation, which are provided University employees. Accordingly, the Travel Authorization Form must be completed before the actual travel.

 

An approved Travel Authorization Form for all out-of-state travel, this form must also be approved by the major University division head and chief campus/unit administrator or designee.

 

This policy provides the guidelines for reimbursement of expenses related to travel for the university. Authorization for travel and reimbursement of expenses must be in accordance with the provisions in this policy.

 

The Travel Authorization Form should have the following information.

 

1. The city from which the travel originates; 2. The date the travel authorization form was initiated; 3. The travel dates (including beginning and ending); 4. The destination by city and state; 5. The location or address where employee is staying (if at the officially designated conference hotel or motel, that fact should be indicated); 6. The purpose of the trip; 7. The name of any accompanying University employee; 8. The name and title of the employee traveling and the account name and number to which the travel expenses are to be charged.

 

 

James E. Parks

Director of  Undergraduate Laboratories &

     Associate Department Head

Department of Physics & Astronomy

The University of  Tennessee

Knoxville, TN  37996-1200

Tel:  865-974-8952

Fax:  865-974-7843

email:  jeparks@utk.edu

Web URL:  http://web.utk.edu/~jeparks/